Privacy Notice
SOAS UCU Branch Mailing Lists
Last updated: June 2026
Who we are
SOAS UCU Branch is the local branch of the University and College Union (UCU)
at SOAS University of London. We operate the mailing lists at
lists.soas.ucu-lists.org.uk to communicate with members and facilitate
branch discussion.
Data controller: SOAS UCU Branch
Contact: ucu [at] soas [dot] ac [dot] uk
What personal data we collect
When you subscribe to one of our mailing lists, we collect:
- Your email address
- Your display name (optional — you may use any name you choose)
When you send a message to a discussion list, the content of that message, along with your name and email address, is stored in our private archive.
Our mail server also automatically records technical delivery information (such as that an email was sent to your address) in system logs.
Special category data
Subscription to our mailing lists reveals that you are a UCU member or have a connection with the SOAS UCU Branch. Trade union membership is classified as special category data under UK data protection law, which means it receives additional legal protection.
We treat all data held by this system with the care appropriate to special category data.
Why we process your data and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Sending branch announcements and communications to members | Legitimate interests (Article 6(1)(f)) — communicating with members is a core function of a trade union branch |
| Facilitating member discussion of branch matters | Legitimate interests (Article 6(1)(f)) |
| Processing special category data (trade union membership) | Article 9(2)(d) — processing by a trade union body in the course of its legitimate activities, relating solely to members and associates |
| Maintaining system security and diagnosing delivery issues | Legitimate interests (Article 6(1)(f)) — operating a secure and reliable service |
Who we share your data with
We do not sell, rent, or share your personal data with third parties for marketing or commercial purposes.
Your data is shared only in the following circumstances:
- XtreamLab (our hosting provider) operates the server on which the mailing list software runs. As a data processor, they access data only to maintain the service and are bound by a data processing agreement.
- Mythic Beasts stores encrypted backup copies of the server. Backups are encrypted before leaving our server; Mythic Beasts cannot access the contents.
- Your email provider (e.g. Gmail, Outlook, Apple Mail) receives messages delivered to your address. This is inherent in how email works; we have no control over how your provider processes data once it is delivered.
- When you post to a discussion list, your name, email address, and message content are visible to other authenticated list members in the private archive.
- We may disclose data if required to do so by law or by a court order.
How long we keep your data
| Data | Retention period |
|---|---|
| Subscriber record (email address, display name) | Kept while you remain subscribed; deleted when you unsubscribe or are removed from the list |
| Discussion list archive (message content) | Kept for the life of the list, to preserve branch records and continuity |
| System delivery logs | 4 weeks, after which they are automatically deleted |
Your rights
Under UK data protection law you have the right to:
- Access the personal data we hold about you (Subject Access Request)
- Correct inaccurate or incomplete data (Right to Rectification)
- Erase your data in certain circumstances (Right to Erasure)
- Restrict how we process your data in certain circumstances
- Object to processing based on legitimate interests
To exercise any of these rights, please email ucu [at] soas [dot] ac [dot] uk. We will respond within one calendar month. We may need to verify your identity before acting on a request.
We have written procedures for handling each type of request, which are available on request.
Complaints
If you are unhappy with how we have handled your personal data, you have the right to complain to the Information Commissioner's Office (ICO):
Website: ico.org.uk
Telephone: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane,
Wilmslow, Cheshire, SK9 5AF
We would always welcome the opportunity to resolve any concern directly before you contact the ICO, so please contact us first at ucu [at] soas [dot] ac [dot] uk.
Changes to this notice
We may update this privacy notice from time to time. The date at the top of this page shows when it was last revised. We recommend checking this page periodically.